Frequently Asked Questions - Google Apps :: Migration

Students and alumni will be moved to Google Mail on January 10. Faculty and staff will be moved by department between February 7 - 18. See the migiration schedule to find out exactly when you're moving.

Webmail users: You'll need to move your calendar, contacts, and briefcase items. These can be exported & imported and only take a few minutes. We have instructions and videos to show you how. See Migration Instructions You'll also need to re-share any calendars that were shared. If you used filters, tasks or documents, you'll have to manually move these. We'll provide suggestions for making this easier.

Outlook users: Your ITC will help you get Outlook switched over to use Google Apps Sync for Outlook. As part of that process, they can import your calendar, contacts, local mail, notes, journal entries, and tasks. You'll need to re-share any calendars that were shared and recreate your filters.

POP/IMAP users: If you use some other mail client, you'll have to change your POP or IMAP settings.

On your migration date, all of your mail (even your folders) will be transferred over to your new Google Apps account. It may take a day or so for it all to arrive, but you'll still be able to login into Zimbra at zimbra.humboldt.edu (or your old mail client) to find messages that haven't transferred. See our Migration Information

If you use POP or IMAP with an stand alone mail client (Mac Mail, Thunderbird, etc.), you will be able to continue to use POP or IMAP, but you will have to change some settings. Configuration information:

System

Moving to Google Apps will dramatically increase the level of service we can offer to campus–– storage space, reliability, and functionality – without incurring any additional costs.

The change will give faculty, staff and students access to more advanced Web-based collaboration services, such as Google Docs (which allows multiple users to create, share, view and edit word processing documents, spreadsheets, forms and presentations in real time) and Google Talk (a chat function). And Google Apps provides over 25 gigabytes of storage space for users (our current storage allocations are 50 megabytes for students and 250 megabytes for faculty).

Not managing an internal email system any longer will free up time for system administrators to instead focus on improving other service offerings to campus -- to focus on innovation instead of maintaining infrastructure.

When your mail was moved to Google, Google couldn't accept any attachments larger than 25 MB. This means that you may be missing some mail in Google. To find these emails (so you can download the attachments), you should perform this search in Zimbra:

If you have access to another email account (for example, the mail for your department), this account will be moved on the same day that their owner is moved to Google. An account owner is the person who is primarily responsible for the account. In some cases, account owners have changed but were never updated. If this is the case, the account you access may move to Google before or after you move.

If your mail does move ahead of you (e.g., you are no longer getting mail in Google), you could log in to Google Apps (from the webmail login page) to access that mail in the interim.

If you move to Google and the mail for that account is still going to Zimbra, you should email the Technology Help Desk at help@humboldt.edu and ask them to move that account. We'll be a little busy helping folks move, so if we can't get that account moved right away, you can still login to Zimbra to check that mail.

The folder you see in Google is just a copy of the mail that was in that account when you moved. All new mail is still going to the account, but you access it a different way. Learn how to access shared inboxes.

In Zimbra, a shared inbox would show up in your folder list. In Google, things work a little differently.

First, the Technology Help Desk will need to share the inbox with you. We've already done that for the accounts that were on Zimbra.

Second, you need to ACCEPT that share. You would have received an email from "Humboldt State University Team" with a subject of "XXX has granted you access to their Humboldt State University account -- accept or deny?". Go find that email and click the link to accept the request.

Finally, about 30 minutes after you click that link, you'll notice a little drop-down arrow next to your email address at the top of the screen. Click on that arrow and click the name of the shared inbox. The shared inbox will open in a new browser tab or window. You'll have full access to the mail in this account (including sending).

This happened because Google won't allow us to set a forwarding email for your account. You have to set it up yourself. (You should have received an email or two about this, but your account may have been missed).

As a reminder, your Humboldt State University email account is an official form of communication between you and the university. You are responsible for checking your HSU email account for official communications. Although you may elect to redirect messages sent to your official HSU email address to another address, you do so at your own risk. Having an email lost as a result of re-direction does not absolve you from responsibilities associated with communication sent to your official university email address. The university is not responsible for the handling of email by outside vendors or unofficial servers.

You can still login to zimbra.humboldt.edu to access any files/messages/contacts/calendars on Zimbra. You should move these things quickly; however, because Zimbra goes away permanently on April 30, 2011.

It will take several hours (up to 24) for all of your mail to show up after we move your account. If today is your migration day, it may just be that it's taking time for everything to show up. If it's been more than 24 hours, contact the Help Desk (via online support form or 707.826.4357).

If you had a forward in Zimbra and don't set up a forwarding address, your mail won't be lost (it will be waiting for you in your Google Apps account), but it won't arrive in the account you're used to checking.